Skip to main content

Tip: 4 Reasons to Consolidate all your email addresses

I was working with a friend the other night when it came to light that they were checking multiple email addresses every day in order to get all their mail. They had mail on a personal account, mail at their ISP, mail at their office, mail on the Blackberry and more. One important change to make in your digital life is to consolidate all your email in one, easy-to-access, place.

Gmail to the rescue

Over 6 months ago I decided to forego using any desktop computer-based email program like Outlook, Outlook Express or Entourage to manage my email. While I was able to consolidate my accounts so that all email flowed into one Inbox, Entourage was getting progressively slower as I stored more and more email. I was also needing to access my email while on the road far more frequently than before. I had heard that some of my fellow Friends in Tech members had switched over to Gmail for all their mail needs, so I figured I would try. So far, I have never looked back.

Gmail offers many advantages to me over a typical email program:

  1. Access to the current state of my email from any device

    I can access my Gmail account from my home computer, a client's computer, a public workstation and my iPhone and my Inbox always looks the same. If I have deleted something, it is deleted everywhere. If I have archived an email, it is archived everywhere. If I reply, that reply is stored on Gmail and accessible anywhere, not just the machine I from which it was sent.

  2. Easy sending of mail when connected to public/private networks

    One big problem my clients often face is the inability to send email when on the road. Due to various SPAM-blocking setups on some networks, typical email programs cannot contact their main outgoing mail server. Usually they then have to resort to loading up the web mail interface to their email in order to reply to messages. Since Gmail is already a web-based email, replies and other outgoing mail go out with ease. There is no need to go through the hassle of reconfiguring your email settings, which in some cases, still won't work.

  3. Easily pull mail from existing email accounts

    If you have multiple email accounts, you can pull the email from those accounts right into your Gmail Inbox. I have many email accounts, some which are actual email boxes and others which are simply aliases (sometimes called forwarding accounts or re-directs) Now, all my mail is either pulled or re-directed into my Gmail Inbox. Don't worry though. Each email is still labelled with the original account is was received from and when I reply, it the message appears to come from that original email address.

  4. Easy email searching with threading

    Since Gmail uses the Google Search Engine to search your email, finding the proverbial "needle in a haystack" is easier than ever. I can find every email sent to me from my bank, my buddy or my Boy Scout troop amazingly fast. Message threading also means that all parts of the conversation are held together and I can review the conversation at a glance to see exactly what was discussed over time.


Don't spend time rummaging through countless email systems looking for your mail. Use the technology we have to consolidate your email into one location so you can spend more time responding to your email than searching for it.

For more information on Gmail and how to use it to improve your productivity, listen to the Gmail Podcast by fellow Friends in Tech member, Chuck Tomasi.

Comments

Popular posts from this blog

On my iPhone…IFTTT (If This Then That) for iOS

IFTTT (If This Then That) for iOS IFTTT (If This Then That) for iOS My best description of IFTTT, both their main web site, and this new iOS app is "a scripting language for the We." It allows you to set up "recipes" that watch one particular service, like Feedly, Evernote, Gmail and more, and then take action on another service whenever a particular action occurs. I use this to automatically save my shared items from Feedly and elsewhere into an Evernote Notebook and also use it to post automatically post information on a variety of services. The iOS app adds to this functionality by allowing you to take various actions on your phone and triggering IFTTT actions whenever they occur. In the case of the iPhone, initiating actions can include adding new contacts to your iPhone, taking a new picture and more.  For more complete information on how IFFTT works, visit ifttt.com    From the iTunes App Store... " Put the internet to work for you. IFTTT lets y

Elsewhere Online: AT&T's Spam Filter Gets A Bit Too Aggressive

This story from TechDirt lays out yet another reason I recommend that folks DON'T use the email provided to them by their ISP. My typical recommendation right now is to get a Gmail account instead. It also points out why I want to manage all my SPAM on my end, without pre-filtering from an ISP. I will gladly manage my spam if it helps to insure that I see as many of my "real" messages as possible. Again, Gmail's tools work pretty good in this regard. Having an alternative email account also insures you will keep the same email, even if you decide to leave your current ISP. Witness all the folks holding onto AOL accounts just to keep their AOL email address. Thank goodness at least that is free now. AT&T's Spam Filter Gets A Bit Too Aggressive You can certainly understand why ISPs offer spam filters. It's a service for users who don't want to be totally bombarded with spam. But what I've never understood is that these ISPs rarely give the us

Audio: Social Networks - LIVE from the Library Internet Seminar - November 8, 2007

This night we talked about social networks, the Writer's Guild Strike, traditional media and the future of new media. Listen to this seminar Links discussed in this seminar: MySpace - Add me as a friend in MySpace Facebook - Add me as a friend on Facebook LinkedIn - Connect to me on LinkedIn YouTube - Watch my videos on YouTube Ning.com Jott.com Garden Fork TV The Minimalist with Mark Bittman quarterlife Blogger.com Wordpress.com Mixergy.com The Wish Book Holiday Podcast Project